How to Improve Clarity in Workplace Communication

Sometimes we are our own worst enemy. We soft-pedal, undercut, and sabotage our own communication. A few of these phrases were in heavy rotation when I communicated with senior leaders...for years. I'm sorry... I wish I'd had this post. It’s time to replace these hesitant phrases with clear, confident communication. By shifting away from particular words/phrases, you own your expertise. You invite others to engage with your thoughts on equal footing. So here’s some considerations as you interact with others today. ❌ Don’t Say: Sorry, but... ✅ Say: I would like to suggest… 🤔 Why: Removes an unnecessary apology, reinforcing the strength of the recommendation ❌ Don’t Say: I feel like... ✅ Say: Based on my knowledge, I believe... 🤔 Why: Shifts from personal emotion to a firm, professional opinion ❌ Don’t Say: I hope this makes sense... ✅ Say: Please let me know if you have questions... 🤔 Why: Invites dialogue confidently rather than questioning clarity ❌ Don’t Say: Maybe we should... ✅ Say: I recommend that we… 🤔 Why: Offers a clear recommendation rather than a tentative idea ❌ Don’t Say: Just a thought... ✅ Say: Here is another idea… 🤔 Why: Presents the suggestion confidently without diluting impact ❌ Don’t Say: I'm no expert, but... ✅ Say: From my research, I think… 🤔 Why: Positions input as informed rather than self-doubting ❌ Don’t Say: Not to be a bother, but… ✅ Say: I have a quick question about… 🤔 Why: Avoids unnecessary apologies and shows clarity of purpose ❌ Don’t Say: Correct me if I'm wrong… ✅ Say: The data indicates that… 🤔 Why: Makes the point more factual and authoritative ❌ Don’t Say: I just wanted to touch base... ✅ Say: Let’s sync up on this... 🤔 Why: Directly and clearly sets the purpose of the conversation ❌ Don’t Say: I don’t mean to interrupt, but… ✅ Say: I would like to add… 🤔 Why: Signals valuable recommendations without apologizing ❌ Don’t Say: For what it's worth... ✅ Say: Here’s an additional perspective… 🤔 Why: Values input and positions it as a constructive contribution ❌ Don’t Say: At the risk of sounding negative… ✅ Say: I want to address a concern… 🤔 Why: Identifies issues constructively without apologizing for them ❌ Don’t Say: If I may suggest… ✅ Say: Let’s consider doing… 🤔 Why: Asserts the perspective and invites collaboration These subtle shifts in how you communicate can make a significant difference in your presence. Speak confidently, and watch how others respond to your authority in every conversation. ⚠️ Warning: This does not mean you are rigid, unyielding and standoffish. It means that you upgrade your phrasing to elevate your presence. Can you think of other phrases that diminish credibility? Share them in the comments below! 👇 *** ♻️ Re-post or share so others can communicate with confidence 🔔 Turn on notifications for my latest posts 🤓 Follow me at Scott J. Allen, Ph.D. for daily content on leadership 📌 Design by Bela Jevtovic

Your title doesn’t make you a leader. How you communicate with your team does. Here are 12 tips top leaders use email to create clarity, show respect, and drive results: 1. Acknowledge Delays with Gratitude, Not Apology ❌ "Sorry for the late reply..." ✅ "Thank you for your patience." 2. Respond Thoughtfully, Not Reactively ❌ "This is wrong." ✅ "I see your point. Have you considered trying [alternative]?" 3. Use Subject Lines That Get to the Point ❌ "Update" ✅ "Project X: Status Update & Next Steps" 4. Set the Tone with Your First Line ❌ "Hey, quick question..." ✅ "Hi [Name], I appreciate your time. I wanted to ask about…" 5. Show Appreciation, Not Just Acknowledgment ❌ "Noted." ✅ "Thanks for sharing this—I appreciate your insights." 6. Frame Feedback Positively ❌ "This isn't good enough." ✅ "This is a great start. Let’s refine [specific area] further." 7. Lead with Confidence ❌ "Maybe you could take a look…" ✅ "We need [specific task] completed by [specific date]." 8. Clarify Priorities Instead of Overloading ❌ "We need to do this ASAP." ✅ "Let’s prioritize [specific task] first to meet our deadline." 9. Make Requests Easy to Process ❌ "Can you take a look at this?" ✅ "Can you review this and share your feedback by [date]?" 10. Be Clear About Next Steps ❌ "Let’s figure it out later." ✅ "Next steps: I’ll handle X, and you can confirm Y by [deadline]." 11. Follow Up with Purpose, Not Pressure ❌ "Just checking in again." ✅ "I wanted to follow up on this. Do you need any additional details from me?" 12. Avoid Passive-Aggressive Language ❌ "As I mentioned before…" ✅ "Just bringing this back to your attention in case it got missed." Key Point: Effective email communication isn’t about being perfect. It’s about being intentional, clear, and respectful. Choose your words carefully. Your emails can either open doors or close them. ♻️ Repost to inspire your network! And follow Victoria Repa for more.

The lack of clarity in organizational communication is one of the leading causes of employee frustration and turnover. In particular, unclear instructions – like the infamous “pls fix” became memes. And yet, the equally unhelpful “Do better, bosses” seems to be the most typical response. But how many have been taught the foundations of clear managerial communication? Let’s do better, shall we – and by that, I mean – let’s clarify how managers can provide clear instructions. But without micromanaging and killing creativity. In this article, I develop a clarity + creativity communication formula by modifying the 5Ws (What, Why, Who, Where, When) and 1H (How) framework used in project management. This can turn "pls fix" into: What (is the task): Streamline the presentation. Why: We want the client to know we do not waste time. How: Focus on the core message – we can deliver results with an efficient and proven process. Provide findings from the latest quarterly report and two examples.  Who: You are responsible. When: It needs to be ready by Tuesday. And then, to support innovative thinking, we can add the C (Creativity) statement like "If you come up with any suggestions for making this even more memorable/impressive/convincing, let me know." The same approach works equally well for the shop or store floor or the boardroom. Read on for more research, examples, and specific cases! None of us are born master communicators. But a structured framework supporting both clarity and autonomy can help. #communication #management #creativity #innovation #clarity #performance #motivation